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HomeMy WebLinkAboutMN-BPW-2002-07-24BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:45 p.m. July 24, 2002 PRESENT: Commissioners (4) - Beach, Leonardo, Tsegaye, Gutenberger OTHERS PRESENT: Deputy Clerk – Korherr City Controller - Thayer Superintendent of Public Works - Gray Assistant Superintendent of Streets and Facilities - Ferrel Assistant Superintendent of Water and Sewer - Fabbroni Common Council Liaison - Hershey EXCUSED: Commissioner Jenkins PLEDGE OF ALLEGIANCE: Vice-Chair Leonardo led all present in the Pledge of Allegiance to the American flag. APPROVAL OF MINUTES: Approval of the Minutes of the May 8, 2002 and June 12, 2002 Board of Public Works Meetings By Commissioner Leonardo: Seconded by Commissioner Gutenberger RESOLVED, That the Minutes of the May 8, 2002 and June 12, 2002 Board of Public Works meetings be approved as published. Carried Unanimously ADDITIONS TO OR DELETIONS FROM THE AGENDA: Superintendent Gray requested that the following items be added to the agenda: 16A Request to Waive Pavilion Fee at Stewart Park – Resolution 16B Naming of City Bridges – Resolution 18C Amendment to Chapter 331 “Garbage, Trash and Weeds” – Power to Act 22A Downtown Development Proposals – Discussion 23A Ithaca Journal Laurel - Discussion No Board member objected. BUILDINGS, PROPERTIES, TRANSIT: Request for Encroachment - 130 University Avenue By Commissioner Gutenberger :Seconded by Commissioner Tsegaye WHEREAS, Jeffrey Williams, owner of 130 University Avenue, is requesting an agreement for an existing porch and steps which encroaches approximately three and a half feet (3 ½') onto the street right-of-way; now, therefore be it RESOLVED, That the Board of Public Works grants the encroachment agreement of the existing patio at 130 University Avenue under the usual terms and conditions, and be it further RESOLVED, That the Mayor be authorized to enter into an agreement under the usual terms and conditions, including a one year notice of removal, with the property owner. Carried Unanimously Request for Encroachment - 1207 North Cayuga Street By Commissioner Tsegaye :Seconded by Commissioner Gutenberger WHEREAS, the City Attorney's Office has reviewed a proposed encroachment agreement for a picket fence which is approximately one and one half (1.5) feet into the street right of way along Tompkins Street, and Board of Public Works – July 24, 2002 - Page 2 WHEREAS, neither the Attorney's Office nor staff recommend granting an encroachment agreement for structures that are not considered permanent, are relatively easy to remove or relocate, and for which the potential inconvenience to the City is greater than that to the property owner with the encroachment; now, therefore, be it RESOLVED, That the Board of Public Works denies the proposed encroachment agreement requested for 1207 North Cayuga Street. Commissioner Beach noted that the location description is incorrect. Superintendent Gray stated that fences are not subject to the City’s easement policies. He added that although the owner would not have to remove the fence, an easement could not be granted. A vote on the resolution resulted as follows: Carried Unanimously Request for Encroachment - 119 Auburn Street By Commissioner Beach :Seconded by Commissioner Gutenberger WHEREAS, the City Attorney's Office has reviewed a proposed encroachment agreement for a picket fence which is approximately one (1) foot into the street right of way along Tompkins Street, and WHEREAS, neither the Attorney's Office nor staff recommend granting an encroachment agreement for structures that are not considered permanent, are relatively easy to remove or relocate, and for which the potential inconvenience to the city is greater than that to the property owner with the encroachment; now, therefore, be it RESOLVED, That the Board of Public Works denies the proposed encroachment agreement requested for 119 Auburn Street. Carried Unanimously Fire Station #9 Roof and Generator By Commissioner Leonardo :Seconded by Commissioner Gutenberger WHEREAS, the Ithaca Fire Department has developed and received funding for roof repairs and replacement of the emergency generator at Station #9, and WHEREAS, the project became larger and more complex than originally envisioned resulting in the involvement of the City Engineer's Office as well as the need for some architectural and mechanical engineering design work; now, therefore be it RESOLVED, That the Superintendent of Public Works is authorized to engage the necessary professional services to produce a complete bid package, and once bids are received is directed to take any steps required to assist the Fire Department as they adjust the project budget. Carried Unanimously HIGHWAYS, STREETS, SIDEWALK: Request for Street Closure NASCAR 2002 By Commissioner Leonardo :Seconded by Commissioner Beach WHEREAS, the Ithaca Police Department and the Ithaca Downtown Partnership have requested to close the 100 blocks of West State, North Cayuga and South Cayuga Streets for a NASCAR festival on August 7, 2002 from noon until 8:00 p.m.; now, therefore, be it RESOLVED, That the Board of Public Works hereby grants the street closure of the 100 blocks of West State, North Cayuga and South Cayuga Street as modified below on August 7, 2002 from noon until 8:00 p.m., and be it further Board of Public Works – July 24, 2002 - Page 3 RESOLVED, That the 100 block of West State Street will not be closed from the intersection of State and Albany to the parking lot located on the north side of State Street in order to allow access to the lot. Amending Resolution By Commissioner Leonardo :Seconded by Commissioner Beach RESOLVED, That the following language be substituted for the first resolved clause” RESOLVED, That the Board of Public Works hereby grants the street closure of the 100 blocks of West State, North Cayuga and South Cayuga Street as modified below on August 7, 2002 from 10:00 a.m. until 8:00 p.m., and be it further”. Carried Unanimously Main Motion As Amended A vote on the main motion as amended resulted as follows: Carried Unanimously CREEKS, BRIDGES AND PARKS: Request to Waive Pavilion Fee at Stewart Park By Commissioner Tsegaye :Seconded by Commissioner Gutenberger WHEREAS, the Board of Public Works has received a request from City Clerk Julie Conley Holcomb to waive the pavilion fee at Stewart Park for the City of Ithaca Employee Recognition Picnic on Friday, September 20, 2002; now, therefore, be it RESOLVED, That the Board of Public Works approves of waiving the fee for the use of the large pavilion at Stewart Park on September 20, 2002, and joins the City of Ithaca in thanking its employees for their dedication and commitment to quality public service. Carried Unanimously Naming of City Bridges. By Commissioner Beach :Seconded by Commissioner Gutenberger WHEREAS, the Board of Public Works is charged with the responsibility for city streets, parks and bridges among the City property they maintain and operate, and WHEREAS, streets and parks bare names given to them by the board, but to date, city bridges have not been named, and WHEREAS, the City is currently working with NYSDOT on an extended program of bridge rehabilitation in addition to the City's own bridge initiatives such as the Southern Gateway Bridge and the Plain Street Bridges, and WHEREAS, Board member Gossa Tsegaye has expressed interest in naming bridges when a compelling reason or combination of events makes this seem appropriate; now, therefore, be it RESOLVED, That the Board of Public Works requests Mr. Tsegaye to review this proposal with Common Council's Committee for Neighborhood and Community Issues and then return to the Board with a recommendation and if appropriate, a procedure for receiving and considering nominations for naming city bridges. Superintendent Gray stated that the resolution establishes the official process for naming the bridges. A vote on the resolution resulted as follows: Carried Unanimously WATER AND SEWER: Water and Sewer Staff Support By Commissioner Leonardo :Seconded by Commissioner Beach WHEREAS, the City of Ithaca adopted the New York State early retirement incentive package for 2002 which has been very effective in encouraging retirements among senior staff, and Board of Public Works – July 24, 2002 - Page 4 WHEREAS, proposed retirements (both expected and unanticipated) as well as current vacancies in senior positions within the Water and Sewer Group will have a strong and detrimental impact on the $8.6 Million operation, and WHEREAS, staff has started planning for a long term solution involving a reorganization which address both current operational needs and utilizes the strengths of current staff members while recommending a short term bridging solution using two personal services contracts, and WHEREAS the Board of Public Works has heard staff's concerns as well as an initial presentation concerning the staffing problem and opportunities; now, therefore, be it RESOLVED, That the Board of Public Works directs staff to take the necessary steps to strengthen the Water and Sewer Group by entering into one full time and one part time personal services contract which are designed to fill the immediate needs of the group due to retirements or vacancies in several senior positions, and be it further RESOLVED, That the contracts will be effective for a period not to exceed six months and are approved pending the necessary approval of Common Council's B&A and HR Committees. Superintendent Gray suggested that the Board table the resolution until they have the opportunity to fully understand the total impact that the retirements would have on the operations of the facility. He added that the magnitude of the personnel changes seems devastating but the short-term need as described in the resolution involves the approval of two contracts for interim staffing needs. Assistant Superintendent Fabbroni stated that the City harbors the core knowledge base in this industry and mutual aid from other municipalities is not an option. He added that one of the contractors would be completing a mandated vulnerability analysis. The Board agreed that they had enough information to vote on this issue. A vote on the resolution resulted as follows: Carried Unanimously Environmental Review for Phosphorus Treatment Improvements at IAWWTP By Commissioner Gutenberger :Seconded by Commissioner Leonardo RESOLVED, That the Board of Public Works hereby grants itself Power to Act on July 31, 2002 for the Environmental Review for Phosphorus Treatment Improvements at IAWWTP. Carried Unanimously ADMINISTRATION AND COMMUNICATIONS ITEMS: Award of Bid for Self-Propelled Compact Riding Sweeper By Commissioner Tsegaye :Seconded by Commissioner Beach WHEREAS, bids were received on June 18, 2002 for a new and unused Self-Propelled Compact Riding-Type Sweeper, and WHEREAS, staff has reviewed the bids and recommends that the bid be awarded to the low bidder; now, therefore, be it RESOLVED, That the Board of Public Works hereby awards the bid for a new and unused Self-Propelled Compact Riding-Type Sweeper to Tennant of 701 North Lilac Drive, P.O. Box 1452, Minneapolis, MN 55440 for their low bid of $19, 159.91, and be it further RESOLVED, That the Board authorizes the Assistant Superintendent for Streets and Facilities to enter into a contract with Tennant. Carried Unanimously Board of Public Works – July 24, 2002 - Page 5 Budget for Hard Fill Site By Commissioner Leonardo :Seconded by Commissioner Beach WHEREAS, the City of Ithaca is interested in completing the construction of a hard fill site to replace the city's current site in Southwest Park, and WHEREAS, the project budget estimate of $90,000 includes a proposed charge back to City capital projects for road, sewer and water line construction which generate the bulk of construction debris; now, therefore, be it RESOLVED, That the Superintendent of Public Works is authorized to undertake the necessary testing and design contracts needed to obtain the permits and approval needed for construction of the hard fill site, and be it further RESOLVED, That staff is directed to prosecute the work required to get the facility in operation as soon as possible. Carried Unanimously Power To Act – Amendment to Chapter 331 “Garbage, Trash and Weeds” By Commissioner Leonardo :Seconded by Commissioner Gutenberger RESOLVED, That the Board of Public Works grant themselves the Power to Act to amend Chapter 331 “Garbage, Trash and Weeds” to conform to Chapter 325 at their July 31, 2002 Committee of the Whole meeting. Carried Unanimously UNFINISHED BUSINESS Downtown Development Proposals – Discussion Superintendent Gray led the discussion relating to the volume of downtown infrastructure decisions at the planning level with the addition of the Cornell hotel, Cayuga Green project, Gateway Plaza, traffic issues and parking garages have presented new concerns over traffic counts and infrastructure stability. The Planning Department has proceeded with the numerous projects without the input of the Traffic Engineer or the City Engineer. He added that he has been delegated to serve on a newly formed client committee for the Cayuga Green project. Many decisions will be made in the next few months that will impact the City for years. The Board will be presented with a large volume of contracts relating to these projects in the near future. Commissioner Beach stated that the next two meetings of the client committee are open and reiterated that Board members are invited to attend to absorb the tremendous level of involvement that they would have in the future. He added that he would support the Vice-Chair serving on the client committee as the Board of Public Works representative. The six-point traffic plan has been developed to mitigate the southwest traffic levels but protection of the flat land neighborhoods still needs to be addressed. Alderperson Hershey stated that SRF Associates factored in the six-point plan when they performed the downtown traffic study. Power To Act – Sale of Water to the Town of Ulysses By Commissioner Leonardo :Seconded by Commissioner Beach RESOLVED, That the Board of Public Works grant themselves the Power to Act to discuss water negotiations with the Town of Ulysses at their July 31, 2002 Committee of the Whole meeting. Carried Unanimously Board of Public Works – July 24, 2002 - Page 6 NEW BUSINESS: Power To Act – Children At Play Sign By Commissioner Leonardo :Seconded by Commissioner Beach RESOLVED, That the Board of Public Works grant themselves the Power to Act to install a Children At Play sign on Franklin Street between Auburn and Dey Streets at their July 31, 2002 Committee of the Whole meeting. Carried Unanimously Ithaca Journal Laurel to DPW Staff Superintendent Gray read aloud the laurel that he would like to have printed in the Ithaca Journal to the staff of the Department of Public Works from the Board of Public Works. The Board agreed on the language and unanimously supported the concept. REPORTS OF SUPERINTENDENT AND STAFF: Superintendent Gray stated that he would appreciate support from the Board liaisons to the Sewer Joint Subcommittee in the form of attendance at the scheduled meetings. He added that negotiations have become difficult and motivation to improve partnership effectiveness has dwindled. The City’s actions have continuously been deemed inadequate and the presence of Board members or Council liaisons may improve the tone of communications. ADJOURNMENT: On a motion the meeting adjourned at 6:30 p.m. Robin L. Korherr Joseph Leonardo Deputy City Clerk Vice-Chair